Microsoft Teams User Interface Information Technology IT004 Unified Communications Microsoft Teams User Interface Introduction to using Microsoft Teams for communications

Contents Looking at the Microsoft Teams User Interface (UI). Main screen (slides 4 to 11) Chat (slides 12 to 15) Calls (slides 16 to 23) Meetings (slides 24 to 28) Applies to: Desktop app (Windows and Mac) Web interface at teams.Microsoft.com Touch screen on the IP desk phones (for Calls) Mobile devices are similar (Android and iOS)

What is Teams? Chat Meetings Calling Collaboration Chat to any contact, even when they are offline Schedule one-time or recurring meetings Make, receive and transfer calls anywhere, anytime and across devices Create a team to manage a project or group, create channels to track within a team Access conversation history to pick up a conversation at any time View and join meetings from the Teams desktop client or web app Configure and access your voice mail, whether in the office or on-the-go Group conversations to quickly share ideas and drive conversation Insert memes and giphys for a fun experience Add more attendees to your meeting on-the fly Add others to your call, creating an ad-hoc group conversation Share and collaborate on live applications during your meeting Capture and share an image for simplified sharing of visuals Conduct meetings across devices with a consistent interface and user experience Switch devices allowing you to take your calls with you, limiting disruption Store Office files in one place, facilitating reviews and making meetings more productive https://www.reading.ac.uk/internal/its/windows10/ms-teams.aspx

Microsoft Teams This is the Microsoft Teams interface. It is the same whether you are using the desktop app (PC, Mac or laptop) or the web interface.

Quick launch bar (app bar) Activity Chat Teams Assignments Calendar (meetings) Calls Files OneNote shortcut Planner shortcut More apps Get new apps Help 4

Your Teams Join a Team Your Teams

Individual Team view Back to the Teams view The Team you are in Channels

Navigation Search and command bar Back page and forward page arrows My profile (settings) Link to start new chat

Settings Search and command bar Change your availability status Link to start new chat

Tabs Team and Channel you are in Tabs

Work area (canvas) This is where you do your work, view chats, file directories, etc. This is the “canvas”

Starting a chat Or, Start a new chat with a new person or group Use chat icon to open chat view - chat with contacts or continue existing chats A chat with an individual is private A chat with a group is public – you can add others to it and let them see previous messages

Chat view Name of person you are talking to Options menu: Start call, share screen or add other contacts to chat Compose and format your message

Recent chats You can either restart a recent chat

Chat contacts & favourites Favourites: Add contacts to the top of your list Or, Select a contact to start chatting with them

Making a call Or, Type /call in the command bar followed by a name to find and call a contact in Teams Select the telephone icon to open the Calls view

The call view Speed dial Contacts Call history Voicemail

Using speed dial Click the handset icon on a contact card to start the call

Calling contacts Add a new contact Search Contacts From here you can see their presence, and start a chat, email, or call – audio or video

Call area Call area The call area looks the same on the IP desk phones

Call screen The call handling and call options are the same on the IP desk phones Call handling

Hold, transfer and other options Call handling options…

Meetings Use the Calendar icon to open the meetings view

Meetings & calendar Schedule a new meeting View a different week Calendar (information from Outlook)

Creating a new meeting (Teams) Invite every member in a channel Subject Find a room Or individuals Pick a time Like Outlook, you can use Scheduling Assistant to help with times Include some details Press “Schedule” to send the invitation

Inviting non Teams people Generate a web link, useful for inviting: External people (including Skype for Business) People not in your Team People who don’t have Teams Open Outlook and go to your Calendar page - “New Teams Meeting” Creates an Outlook invite with a web link which anyone can join: If you need a telephone number for people to dial in from a phone, please raise a call on the IT Self Service Portal Use the Meetings icon to open the meetings view

Joining a meeting (Teams) Name of meeting Cancel and close Use the Meetings icon to open the meetings view Join button (click to join) Options Camera on/off Blur background Microphone Audio settings More options

In a meeting Camera Mute Share screen or file More options… Chat window Add people Hang up Call options

Questions & more information If you have any questions please contact: Project team email: unified-communication@reading.ac.uk Place a request for information via the IT Self Service Portal at https://uor.topdesk.net/tas/public/login/form For further information, see: Unified Communications project website: https://www.reading.ac.uk/internal/its/phones/UC_home.aspx Microsoft Teams help: https://support.office.com/en-us/teams